Job Listing: Administrative Officer

Duty Locations

 1 vacancy - Washington, DC

 

Vacancy Identification Number (VIN):  VZ184990 (Include on all documents)

 

Be a member of a team providing compassionate healthcare to veterans.   

The Department of Veterans Affairs is an employer of choice as a center of excellence in patient care, education and research.  We value trust, respect, commitment, compassion, and excellence; we value you.  For more information on the Department of Veterans Affairs, go to http://www.va.gov . 

NOTE:  In order to view and/or print the entire announcement, please scroll to the bottom of this page and click on "Print Preview"; then "Print".  Otherwise, you may miss important instructions on how to apply for this position.

APPLICANT CHECKLIST:  Please use this checklist to ensure compliance with all application requirements.  We recommend that you print a copy of this checklist for reference while completing your application package.  Detailed instructions of the application process are included after the checklist.  Be sure to read and follow the instructions carefully.

_____ Responses to the Assessment Questionnaire. (see Step 1)

_____ Resume (see Step 2 for the information you should include on your resume) or Optional Application for Federal Employment (OF-612).

_____ If you are faxing your documentation, the United States Application Cover Page must be used in order to link your documents with your on-line questionnaire.  Failure to provide this cover page - or the use of a different cover page - will prohibit your documentation from being processed.  (see Step 3 for url)

_____ If a particular level of education/certification is required OR if you are asking us to qualify you based upon your education, you must submit a copy of your college transcript or an appropriate course listing. (see Step 3)

_____ Veterans must provide a legible copy of DD-214(s) showing all dates of service as well as character of service (honorable, general, etc.).  Note:  More than one DD-214 may be needed to show all dates of service. (see Step 3)

_____  Disabled veterans and other veterans eligible for 10-point preference must also submit an SF-15 (version December 2004) with required proof as stated on the form. (see Step 3)

Major Duties

This position is located at the VA Medical Center, Washington, DC. The purpose of this position is to serve as Administrative Officer for the Veterans Affairs Medical Center, Business Office, performing a variety of duties relating to management of administrative and human resources services. Duties of this position include but are not limited to: ensures all offices are properly staffed; coordinates with other services for a seamless process when patients needs cross clinics; manages office space; ensures compliance with the maintenance and destruction of medical records; assists with recruiting for vacancies and personnel actions; works with logistics to ensure proper disposal of obsolete and damaged property; works with subordinate offices to ensure proper execution of program policies and procedures; coordinates with other services to ensure patients are aware of outpatient and inpatient health programs; serves as procurement officer; maintains budget for staff actions and patient programs; ensures compliance with all rules, regulation and policies regarding expenses; works to improve customer satisfaction; coordinates employee education and training; and responds to routine and complex requests.
***RELOCATION EXPENSES AND/OR INCENTIVES ARE NOT AUTHORIZED*** 

How to Apply

PLEASE NOTE: 

It is your responsibility to insure that all application materials are RECEIVED by 11:59 p.m. on the closing date of the announcement (Friday, April 25, 2008) in order to be considered.  We cannot be responsible for incompatible software, illegible fax transmissions, interruptions in internet service, etc. 
You must submit a complete application package.  Failure to provide complete information may result in your not receiving consideration for this position.
You must submit your assessment questionnaire online (through Application Manager) or  on OPM Form 1203-FX (and faxed).  Do not send printouts of your Application Manager Questionnaire Answers.  If you fax your application and/or documentation, please keep a copy of your fax transmittal receipt for future verification, if necessary.
You will not be contacted for additional information.  DO NOT contact our offices for verification of receipt or status reports - we do not provide this information.
Your application materials will not be returned.  Do not submit original documents that you may need in the future.
Your application must be completed on-line or faxed. This office does not accept applications by electronic mail (e-mail), regular mail, or in person. 

Applying for this position is as easy as 1, 2, 3...

Just by following three steps, you will submit a complete application package and receive consideration for this position.  Be sure to follow the steps carefully and complete all three.  Each step is described in detail below.

Your responses to the Assessment Questionnaire, (which may be completed electronically or on the OPM Form 1203FX and faxed), 
Your resume or OF-612  (which may be completed electronically, uploaded, or faxed), and
Other documents specified in this job announcement (which may be uploaded or faxed).

Use Application Manager for convenience and quickest processing.  Track your progress to a Complete Application Package using My Application Packages checklist and status displays in Application Manager.  Your Application Package status must be Complete by 11:59 p.m. on Friday, April 25, 2008.

STEP 1: 

Complete and submit the Assessment Questionnaire. The questionnaire must be completed and submitted in order to receive consideration for this position.

PLEASE NOTE:  We highly encourage you to complete the Assessment Questionnaire online as it is the most efficient way to process your responses.  Using paper application forms may delay the processing of your application.  If you are unable to complete the Assessment Questionnaire online, go to STEP 3 of this announcement and refer to the alternatives described under "Alternative Methods for Completing the Application Package" 

You must provide responses to all required questions. Be sure to double check your application before submission and click on "SUBMIT" when it is complete.  Your application is not transmitted to us until you submit it.

To complete your Assessment Questionnaire online, click the following link:

Online Questionnaire

or enter https://ApplicationManager.org  You can save your work and come back later.  To return to Application Manager at any time by simply going back to this web address. 

The Assessment Questionnaire must be completed and submitted by 11:59 p.m. on Friday, April 25, 2008.

ASSESSMENT QUESTIONNAIRE

Social Security Number

Enter your Social Security Number in the space indicated.  Providing your Social Security Number is voluntary, however we cannot process your application without it.

Vacancy Identification Number

VZ184990

 

1. Title of Job

Administrative Officer 

 

2. Biographic Data

3. E-Mail Address

Please enter your e-mail address in the space provided.  If you do not provide an e-mail address you may not receive a notice of your results. 

4. Work Information

If you are applying by the OPM Form 1203-FX leave this section blank.

5. Employment Availability

If you are applying by the OPM Form 1203-FX leave this section blank.

6. Citizenship

Are you a citizen of the United States?

7. Background Information

If you are applying by the OPM Form 1203-FX leave this section blank.

8. Other Information

If you are applying by the OPM Form 1203-FX leave this section blank.

9. Languages

If you are applying by the OPM Form 1203-FX leave this section blank.

10. Lowest Grade

Enter the lowest grade (11) you will accept for this position.

11
11. Miscellaneous Information

If you are applying by the OPM Form 1203-FX leave this section blank.

12. Special Knowledge

If you are applying by the OPM Form 1203-FX leave this section blank.

13. Test Location

If you are applying by the OPM Form 1203-FX leave this section blank.

14. Veteran Preference Claim

15. Dates of Active Duty - Military Service

16. Availability Date

If you are applying by the OPM Form 1203-FX leave this section blank.

17. Service Computation Date

If you are applying by the OPM Form 1203-FX leave this section blank.

18. Other Date Information

If you are applying by the OPM Form 1203-FX leave this section blank.

19. Job Preference

If you are applying by the OPM Form 1203-FX leave this section blank.

20. Occupational Specialties

The specialty code(s) for this position is (are):
001 Administrative Officer
21. Geographic Availability

The location code(s) for this position is (are):

 

0675 Washington, DC
22. Transition Assistance Plan

23. Job Related Experience

If you are applying by the OPM Form 1203-FX leave this section blank.

24. Personal Background Information

If you are applying by the OPM Form 1203-FX leave this section blank.

25. Occupational/Assessment Questions:

Select the appropriate answer to each of the following questions based on your current level of education and/or experience that demonstrates your ability to perform the duties of this position.

1. GS-11 EXPERIENCE: Do you possess at least one (1) full year of Specialized Experience that equipped you with the knowledge, skills, and abilities to perform the duties of this position at the GS-11 grade level? This experience must have been equivalent to at least the GS-9 level in Federal service. Examples of Specialized Experience includes: ensures all administrative functions of a medical service are carried out according to established procedures and all federal/state/local laws, regulations and guidelines; participates in selection process of clerical staff, provides guidance and administrative support in developing position descriptions and appropriate job performance standards; works with staff from various service areas to resolve patient and employee complaints and enhance public relations activities; and develops, implements, evaluates, interprets, revises and makes necessary corrections on all applicable administrative policies, functions, activities and operations.

A. Yes
B. No

2. GS-11 EDUCATION: Do you possess a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M, if related? (One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours will be considered as satisfying the 1 year of full-time study requirement). (Transcripts Required)

A. Yes
B. No

3. GS-11 COMBINATION OF EXPERIENCE AND EDUCATION: Do you possess equivalent combinations of successfully completed graduate education and Specialized Experience directly related to the work of the position, as outlined for GS-11 above? (i.e.: Six (6) months Specialized Experience and one and a half (11/2) full years of successfully completed graduate education directly related to the work of the position.) (Transcript Required)

A. Yes
B. No

KSA #1- SKILL IN DIRECTING, ORGANIZING AND COORDINATING ADMINISTRATIVE FUNCTIONS TO SUBORDINATE OFFICES
For each task in the following group, choose the statement from the list below that best describes your experience and/or training. Please select only one letter for each item.

A- I have not had education, training or experience in performing this task.
B- I have had education or training in performing the task, but have not yet performed it on the job.
C- I have performed this task on the job. My work on this task was monitored closely by a supervisor or senior employee to ensure compliance with proper procedures.
D- I have performed this task as a regular part of a job. I have performed it independently and normally without review by a supervisor or senior employee.
E- I am considered an expert in performing this task. I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.

4. Ensures all offices are properly staffed.

5. Coordinates with other services for a seamless process when patients needs cross clinics.

6. Manages office space.

7. Ensures compliance with the maintenance and destruction of medical records.

8. Ensures all administrative functions of a medical service are carried out according to established procedures and all federal/state/local laws, regulations and guidelines.

9. Performs resource planning, manages evaluations and assists with all personnel issues.

10. Coordinates medical space allocation and serves as contract liaison for various medical specialties/subspecialties.

11. Develops and maintains information concerning medical records completion.

12. Organizes data between and across service lines.

13. Develops both long and short term policies for the organization by taking the initiative to identify needs.

14. Establishes minimum standards for quality and productivity.

15. Establishes procedures to meet program goals and to comply with applicable program regulations and laws.

16. Assures all standards of regulatory and accrediting agencies are continuously met in full.

KSA #2- ABILITY TO SERVE AS A LIAISON PROVIDING ASSISTANCE, INTERPRETATION AND APPLICATION OF VARIOUS PROGRAM POLICIES AND PROCEDURES, AND MAINTAIN CLOSE WORKING RELATIONSHIPS TO ENSURE PERFORMANCE STANDARDS AND REPORTS ARE COMPLETED IN ACCORDANCE WITH REGULATORY GUIDELINES

17. Assists with recruiting for vacancies and personnel actions.

18. Works with logistics to ensure proper disposal of obsolete and damaged property.

19. Works with subordinate offices to ensure proper execution of program policies and procedures.

20. Prepares annual budget, employee justification, staffing requirements, workload recording and reports.

21. Participates in selection process of clerical staff, provides guidance and administrative support in developing position descriptions and appropriate job performance standards.

KSA# 3- KNOWLEDGE OF ADMINISTRATIVE PLANNING AND SUPPORT FOR PROGRAMS (ANNUAL AND SPECIAL EVENTS) BY ENSURING THEY ARE PROPERLY ADDRESSED AND FULLY COORDINATED AND KNOWLEDGE OF BUDGET PROCESSES AND FUNCTIONS AND PROCESS IMPROVEMENT FUNCTIONS

22. Coordinates with other services to ensure patients are aware of outpatient and inpatient health programs.

23. Serves as procurement officer.

24. Maintains budget for staff actions and patient programs.

25. Ensures compliance with all rules, regulation and policies regarding expenses.

26. Works to improve customer satisfaction.

27. Coordinates employee education and training.

28. Organizes and completes work based on deadlines, requirements and the needs of different individuals.

29. Coordinates administrative issues between all services and medical care service lines.

30. Coordinates internal responses/reports on medical service programs, cost accounts, equipment purchases, etc.

31. Adjusts to changes in policies and procedures, work pressures and deadlines without undue stress.

32. Performs routine and complex program review.

33. Provides for optimal utilization of funds and resources.

34. Works with staff from various service areas to resolve patient and employee complaints and enhance public relations activities.

KSA #4- ABILITY TO COMMUNICATE BOTH ORALLY AND IN WRITING AS MANAGEMENT REPRESENTATIVE IN MEETINGS AND WITH DIVERSE GROUPS (PATIENTS AND/OR THEIR ADVOCATES, HIGH LEVEL OFFICIALS, OTHER AGENCY REPRESENTATIVES)

35. Responds to routine and complex requests.

36. Develops, implements, evaluates, interprets, revises and makes necessary corrections on all applicable administrative policies, functions, activities and operations.

37. Prepares and coordinates medical service reports, surveys, performance standards, etc.

38. Provides statistical analyses for various medical service functions as requested.

39. Participates as a team member with other staff/line officials on special task forces, conducting special studies, and provides leadership in various campaigns, programs, etc.

40. Communicates service priorities to all staff.

41. Briefs management/leadership on status of various projects/priorities/goals.

42. Serves on various committees representing medical service.

43. Effective in dealing with a cross section of employees who are professional, technical and clerical.

44. Conducts special studies to resolve administrative problems that arise in the course of normal operations and present conclusions and recommendations.

45. Provides advice and guidance through oral and written communications to the regional organizations and employees.

You must now complete and submit additional application materials (by Friday, April 25, 2008) as required by this vacancy announcement via uploading or faxing this information.  To fax application materials, refer to the instructions in Alternative Methods for Completing the Application Package after Step 3 of this vacancy announcement. 

STEP 2: 

Submit your choice of a Resume or an OF-612 - Optional Application for Federal Employment available at www.opm.gov/forms/pdf_fill/of612.pdf .  We must receive a complete resume or OF 612 in order to determine your qualifications for this position.

Your RESUME must include the following information:

Vacancy Information: Announcement Number (VZ184990), Position Title (Administrative Officer), and grade (11/11);
Personal Information:
Your full legal name and mailing address
Day and Evening telephone numbers including area code
Country of citizenship
Social Security number
Work experience (NOTE:  You must include the following information in order to receive credit for your experience):
Name and address of employer
Your job title
The beginning and ending month and year of your employment
The average hours worked per week.  Full-time work is considered to be 35-40 hours of work per week.  Part-time experience will be credited on the basis of time actually spent in appropriate activities.  Applicants wishing to receive credit for such experience must indicate clearly the number of hours a week spent in such employment
Your supervisor's name and phone number (indicate if we may call your supervisor);
A description of your duties that is sufficiently detailed to document the level of your experience.  If the position is (was) with the Federal government (military or civilian), state the series and grade or pay grade (rank) and the date of last promotion
Education:  Name, location, and dates of attendance for colleges attended (if required). Type and date of degree received (if any);
Other:  Training, license(s), or certification(s) relevant to the position

Do not submit letters of recommendation, performance appraisals, position descriptions, examples of your work, etc.  This additional information will not be forwarded to the hiring facility.

STEP 3: 

Submit other required application materials, as applicable.

- If you are using education to qualify, you must submit copies of college transcripts or a course listing that identifies for each course completed: the college or university, semester or quarter hours earned, grade, and grade-point average received.

- If you are applying for Veterans’ Preference, you must submit evidence of eligibility, such as: DD-214 (Certificate of Release or Discharge from Active Duty), or Standard Form 15 (Application for 10-Point Veterans’ Preference version dated December 2004), and the proof requested on the form.   For Access to DD214 and military records click on this link -  Military Information.  To print a copy of the SF15 go to www.opm.gov/forms/pdf_fill/sf15.pdf . 

 

Be sure to complete all THREE STEPS of the application process described above in order to submit a complete application package and receive consideration for this position. 

 

ALTERNATIVE METHODS FOR COMPLETING THE APPLICATION PACKAGE

To Complete the Assessment Questionnaire manually, you will need a copy of the answer sheet, referred to as the Occupational Questionnaire - OPM Form 1203-FX which can be obtained electronically at

http://www.opm.gov/forms/pdf_fill/opm1203fx.pdf ;

or by calling USAJOBS at 703-724-1850; follow the instructions given;

or by visiting the Human Resources Management Service of the VA Medical Center at the duty location. 

You will also need a copy of the vacancy announcement to use as a guide in answering the questions.  You must provide responses to all required questions. Some questions may request an additional written response to support your answer, such as "Please explain or provide additional information to support your response to the above question."  When additional information is requested, please provide your answer(s) on a separate sheet of paper with the corresponding questionnaire number indicated, and type or print your answers legibly.  You may omit any sections marked “optional” and be sure to double check your application before submission.  NOTE:  The Questionnaire answer sheet is six pages long -- all six pages MUST be submitted even when the number of questions does not exceed page 5.  In this case, please complete the top of Page 6 with your social security number and the vacancy ID number. 

You may submit the Form 1203-FX, resume and any supporting documents by fax.

If you are faxing a Form 1203-FX, do not use a separate cover sheet.  Simply make sure the Form 1203-FX is on top of any other documents you are faxing.

If you are faxing any documents without the Form 1203-FX on top, always use the official cover sheet which is here - http://staffing.opm.gov/pdf/usascover.pdf .  Be sure to fill it out completely and clearly.  Place your documents in the following order: US Government Application Cover Page;  Resume or OF 612 (Application for Employment); Other required application materials.

The fax number is 1-478-757-3144.  Feed all documents into your fax machine top first so that we receive them right-side up.  If you fax your documents using any other cover sheet, you may not receive consideration.

Mailed, e-mailed or hand delivered applications will not be accepted.  If you are unable to upload your documents after completing the Occupational Questionnaire online, you may FAX your documents (resume, transcripts, etc.) as instructed above.

Required Documents:

All of the government forms mentioned in the above statements can be downloaded from the following web address:  www.opm.gov/forms or obtained at the Human Resources Management Office of the duty station.

Contact Information:
VHA Nationwide DEU-TOP

Phone: (785)350-1543

Fax: (478)757-3144

TDD: 800-877-8339

Email: HRCDEUJKR@va.gov


Or write:
VHA DEU Topeka
PLEASE DO NOT MAIL APPLICATIONS
APPLY ONLINE OR FAX ONLY
Thank you, KS 00000

Fax: (478)757-3144


What To Expect Next:

WHAT HAPPENS NEXT?

Your resume and supporting documentation will be compared to your responses to the Assessment Questionnaire.  The questionnaire is designed to capture the desired knowledge, skills, and abilities for this position.  The evaluation you receive is based on your responses to the questionnaire and is a measure of the degree to which your background matches the knowledge, skills, and abilities required of this position.

If your application does not support your responses to the questionnaire, or if you are not able to provide verifying documentation, it may affect your evaluation or result in your name being removed from further consideration.

If you are eligible for veterans' preference, you will be given preference based on the documentation you submit.  Please see the "Veterans Information" section of this announcement for details.

This office will not contact you to discuss missing or illegible documents. 

Once your qualifications have been evaluated, your application will be assigned a numeric score.  Candidates will be ranked in score order with appropriate points added for veterans' preference. 

An ELECTRONIC NOTIFICATION LETTER will be sent to applicants who provide an e-mail address.  If you do not provide an e-mail address, you will receive a notification letter via the U.S. Postal Service.  Normal processing time is 4 - 6 weeks.  This office is responsible for initial evaluation ONLY.  Facilities are responsible for contacting eligible applicants thereafter.